Google Storage FAQ

Summary

Answers to frequently asked questions about ISU Google Storage.

Body

Description

Have questions about ISU's Google Storage? This FAQ provides answers to your most common questions.

Details

Overview

Can I convert my ISU Google account to a personal account?

No, direct data transfer from an ISU Google account to a personal Google account via Google Takeout is impossible. However, you can download your data to your computer using Google Takeout and then upload it to your personal Google account.

Can I purchase additional storage?

No, you cannot purchase additional storage for your Idaho State University (ISU) Google account.

Note: The best way to free up storage space is by removing emails, files, and documents from your ISU Google account through deletion or transferring them to an alternative storage method.

How can I check my ISU Google Storage allocation?

Visit the Google Storage article. Your allocation is listed in the ISU Data Storage Limits by Role & Shared Resources section.

How can I check how much storage I am using?

Visit your Google Drive to view a summary of your storage usage; click on Storage (left menu on the bottom)

Note: If you are unsure of your storage limit, visit the Google Storage article. Your allocation is listed in the ISU Data Storage Limits by Role & Shared Resources section.

How do I locate my ISU Google group role?

Sign into Gmail with your ISU Username & Password
Click the (9 dots) Menu button (top right)
Click Groups to view your data limit role in the My Groups section (storage_group_XXXX)

Note: For more information, you can visit the Google Storage article. Your role is listed in the ISU Data Storage Limits by Role & Shared Resources section.

What is my ISU Google Storage limit if I have multiple roles (i.e., student and faculty)

Your account will be granted the larger storage limit role based on your affiliation.
- Visit the Google Storage article. Your allocation is listed in the ISU Data Storage Limits by Role & Shared Resources section.

Where can I find information about Idaho State University's records retention policy?

Visit the ISU Records Management web page for details.

Why is my storage not decreasing after deleting files?

After you delete your data from ISU Google, it will be moved to your Trash. Items in the Trash are automatically deleted after 30 days. However, keep in mind that data in the Trash still counts toward your storage limit, so it's a good idea to empty your Trash after deleting your files.

Empty Trash in your Google Drive

Go to Google Drive
Enter your ISU Email (username@isu.edu)
Click Next (blue button)
Enter your password
Click Next (blue button)
- Note: you might have to approve a 2-step Verification notification
Click Trash (left sidebar)
- Note: You will want to ensure there are no files you want to keep in your trash folder.
.Click Empty trash (right side, gray bar above your data)
Click Delete forever to confirm.

Note: When handling a large volume of data, deleting everything at once can lead to errors, prolonged interface updates, or multiple page refreshes. Deleting your data in smaller batches is advisable if your Trash contains many items. You can complete the deletion in smaller increments until all files are removed. Be aware that your storage may take up to 24 hours to reflect the changes.

Permanently Delete Individual files from your Trash in Google Drive

Go to Google Drive
Enter your ISU Email (username@isu.edu)
Click Next (blue button)
Enter your password
Click Next (blue button)
- Note: you might have to approve a 2-step Verification notification
Select the three dots at the upper right-hand side of the file(s) you want to delete permanently
Click Trash (under Trash from My Drive )
Click Delete forever to confirm (grey bar, right side)
Note: After emptying your storage space, it could take about 24 hours for the storage usage to decrease. However, if you delete a significant amount of data, Google may take two or more days to accurately report your new storage usage.

Storage Limits

Can I increase my individual or shared drive limit if I need more space?

No, it is not possible to expand either your individual or shared drive space. However, you can create more storage capacity by deleting files and documents from your ISU Google account or transferring them to a different storage option.

Do all Google file types (e.g., Docs, Sheets, Slides, etc.) count against my storage limit?

Count toward your Google Storage limit
- Docs - Sheets - Slides
DO NOT count towards your Google Storage limit
- Calendar - Chat - Meet - Sites

Does storing recorded Zoom meetings on my ISU Google Drive count toward my storage limit?

Yes, recorded Zoom meetings stored on Google count toward your storage limit.

Note: The ITS department is currently collaborating with the ITRC group to find a solution and will provide an update as soon as possible.

If another user shares files with me in ISU Google, do those files count against my storage limit?

No, files owned by another user do not count towards your storage limit. They only count towards the owner's limit.

What are the storage limits for department, service & club accounts?

Departments: 20 GB
Existing Service/Club Accounts: 10 GB

What consumes my ISU Google Storage Limit?

Your storage is shared across all ISU Google Workspace apps, such as Gmail and Google Drive.

Note: Files shared with you and shared drives created in Drive do not count towards your storage limit.

What happens if I reach or am over my Storage Limit?

If you reach or are above your quota limit, access to services such as Gmail and Drive will be affected in the following ways:
- Gmail: (All Users)
  - You can still send and receive emails, but you will receive a notification every time you log in, alerting you that you are over your storage limit.
- Drive: (Faculty, Staff & Students)
  - You cannot sync or upload new files, nor can you create new documents in Google Docs, Sheets, or Slides. Until you reduce your storage space, you will also be unable to edit or copy the affected files. Additionally, syncing between your computer's Google Drive folder and My Drive will halt.

Notes:

Visit the Google Storage article. Your allocation is listed in the ISU Data Storage Limits by Role & Shared Resources section.
Visit the Google Storage Management and Google Storage Takeout articles to help you reduce and manage your storage.

Where do I find how much storage my shared drive is using?

Visit your Google Drive
Click on Shared Drives (left menu) and click on a specific shared drive to select it.
Click the Information button (upper right)
Click Details and Scroll down to view the Storage used

Exporting / Managing Data

Can I delete email attachments without deleting the email?

No, Google doesn't allow you to delete email attachments individually without deleting the entire email. However, several tools on the Google Workspace Marketplace might help you accomplish this task.

Note: The IT Service Desk cannot provide support for using or guiding third-party tools.

Can I export and download my Google data?

Yes, you can use the ITS Google Takeout article to export and download your data from your ISU Google account.

Can I move my data to a shared drive?

Yes, you can move ISU-related files and folders from My Drive to a Shared Drive. Visit the Move files and folders into shared drives article on the Google website.

Notes:

You should only transfer files and folders that belong to you from your drive to a shared location.
ISU data that doesn't require real-time collaboration should be stored in other university-provided storage services like Box.

Can I transfer my data to my personal Google account using Google Takeout?

No, you cannot directly transfer data from an ISU Google account to a personal Google account via Google Takeout. However, you can download your data to your computer using Google Takeout and subsequently upload it to your personal Google account.

Can I transfer my email from my ISU account to a personal account using POP?

By default, Google doesn't have a feature to identify and remove duplicate files. However, there are several tools available on Google Workspace Marketplace that might help you accomplish this task.

Note: The IT Service Desk is unable to assist with the usage or guidance of third-party tools.

Can ITS transfer my Google data for me?

No, ITS can not transfer your Google data for you. Please visit the ITS Google Storage Management or Google Takeout articles to help you reduce and manage your storage.

I have too much email taking up storage space - what should I do?

Visit the Google Storage Management Tips article for suggestions on cleaning up your Gmail.

Is there a way to find duplicate files in Drive and delete those duplicates?

By default, Google doesn't have a feature to identify and remove duplicate files. However, there are several tools available on Google Workspace Marketplace that might help you accomplish this task.

Note: The IT Service Desk is unable to assist with third-party tool usage or provide guidance on them.

Where can I store items I need to keep but are too large in the ISU Google Drive?

Visit the Data Storage Solutions article for options.

Faculty / Staff / Students

What storage limit will I have if I hold multiple roles at the university?

You will be granted the highest storage limit based on your role (classification).

Note: Visit the Google Storage article. Allocations are listed in the ISU Data Storage Limits by Role & Shared Resources section.

Alumni / Graduating Students

What will happen to my ISU Google Storage when I graduate or become an Alumni of Idaho State University?

Visit the ISU Google Workspace FAQ for Graduating Students and Alumni article for details.

Why can't I log into my ISU Google account?

Your account will be suspended if you do not log into your ISU Google account for 12 months (365 days).

Resources

Data Storage Solutions article
Google Storage Takeout article
ISU Google Workspace FAQ for Graduating Students and Alumni article
ISU Google Storage information article
Google Workspace Knowledge Center

Contact ITS if you need additional assistance

Details

Article ID: 155503

Created

Fri 11/10/23 11:48 AM

Modified

Thu 1/23/25 1:31 PM

Google Storage FAQ

Summary

Body

Description

Details

Overview

Can I convert my ISU Google account to a personal account?

Can I purchase additional storage?

How can I check my ISU Google Storage allocation?

How can I check how much storage I am using?

How do I locate my ISU Google group role?

What is my ISU Google Storage limit if I have multiple roles (i.e., student and faculty)

Where can I find information about Idaho State University's records retention policy?

Why is my storage not decreasing after deleting files?

Empty Trash in your Google Drive

Permanently Delete Individual files from your Trash in Google Drive

Storage Limits

Can I increase my individual or shared drive limit if I need more space?

Do all Google file types (e.g., Docs, Sheets, Slides, etc.) count against my storage limit?

Does storing recorded Zoom meetings on my ISU Google Drive count toward my storage limit?

If another user shares files with me in ISU Google, do those files count against my storage limit?

What are the storage limits for department, service & club accounts?

What consumes my ISU Google Storage Limit?

What happens if I reach or am over my Storage Limit?

Where do I find how much storage my shared drive is using?

Exporting / Managing Data

Can I delete email attachments without deleting the email?

Can I export and download my Google data?

Can I move my data to a shared drive?

Can I transfer my data to my personal Google account using Google Takeout?

Can I transfer my email from my ISU account to a personal account using POP?

Can ITS transfer my Google data for me?

I have too much email taking up storage space - what should I do?

Is there a way to find duplicate files in Drive and delete those duplicates?

Where can I store items I need to keep but are too large in the ISU Google Drive?

Faculty / Staff / Students

What storage limit will I have if I hold multiple roles at the university?

Alumni / Graduating Students

What will happen to my ISU Google Storage when I graduate or become an Alumni of Idaho State University?

Why can't I log into my ISU Google account?

Resources

Contact ITS if you need additional assistance

Details

Details

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